Architectural Project Administrator Job Listing at HOK in Miami, FL (Job ID 932)

Description

We are currently seeking a Project Administrator to join our team. As a Project Administrator, you will provide administrative support to the project manager and project team

• Performs construction administration duties for project teams to include logging, tracking, and distributing RFIs and submittals to consultants.
• Manages day to day workflow.  Requires extensive contact with internal employees and external consultants and clients.
• Inputs data into various information systems.
• Handles frequent telephone, email and personal contact with internal employees and consultants and external clients.
• Manages client and consultant contact information.
• Proactively tracks status of tasks, communicates progress, and reaches out with questions in a timely manner.
• Collaborates with various staff and departments in administrating day to day projects and reporting requirements.
• Provides project support by composing correspondence, proposals and agreements, project progress reports and invoices, performs data entry and maintains project files.
• Serves as a contact for transfer of files, documents, drawings with external consultants and clients; manages distribution of these to the team.
• Serves as meeting coordinator for client, departmental and /or office meetings.
• Assists project accountant in putting together invoicing and/or joint venture fee splits where applicable.
• Will assist with tracking the process for obtaining fully executed consultant agreements.  May require processing comments from the project manager and consultants and obtaining comments from corporate legal department before final sign-off.
• On public projects, will track required MBE, WBE, and DBE consultant involvement on the project; provides timely reports to public agencies as required.  May also need to establish files and procedures for annual audits by the public agency (or agencies) involved.
• May attend client meetings to take meeting minutes and prepare for distribution.
• Drafts letters to clients.  Performs word processing and data entry, as required.
• Takes personal responsibility for fostering a green workplace through sustainable work practices.

Education & Experience 

• Bachelor's degree in Architecture or related field required 

• 3–5 years of relevant experience in architecture and/or project coordination 

• LEED Accreditation or Green Associate preferred 

Skills & Competencies 

• Familiar in Revit and AutoCAD, proficient in MS Office 

• Preferred experience with SketchUp, Rhino, Grasshopper, and Affinity Suite 

• Strong verbal and written communication skills 

• Ability to manage confidential information with care and precision 

• Excellent time management and collaboration skills 

• Detail-oriented with strong problem-solving abilities 

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